How to follow up with guests who have not replied: when, how, what to say

When should you follow up with a guest who has not replied?

About two weeks before the event is the right time for a first reminder: there is still room for the guest to plan, and little enough time left that an answer feels useful. If your invitation sets a reply deadline, a second reminder can land a few days before it.

In Carton Blanc, the email reminder is drafted when you create the event and dated for 14 days before it. You read it, change the text or the date, and nothing goes out without your approval. You can also add one extra reminder on a date picked from a short list of offsets before the event.

Who should get the reminder, and who should not?

Only people who have not replied. A reminder that reaches someone who has already registered is noise, and makes them wonder whether their answer was recorded. Carton Blanc sends the 14-day reminder only to guests who have not registered.

Leave out anyone who has unsubscribed as well: writing to them again ignores their choice. Carton Blanc removes them from all of the host's lists.

Message 1: what email reminder should you send two weeks out?

Subject: “Thursday 12 November: 18 places left”. Body: “Hello, we are hosting [event name] on Thursday 12 November at 7 pm at [venue]. We have not yet received your reply. There are 18 places left, and you can reply in a minute here: [link]. We hope to see you.”

The subject states a fact, not a formula. A real count of places left carries more weight than an adjective; if you do not know the number, use the reply deadline instead.

Message 2: what last call should you send before the deadline?

Subject: “Last day to reply: [event name]”. Body: “Hello, we close the list tonight so we can give the caterer a final number. If you would like to come, reply here: [link]. If you cannot, a short note is just as useful.”

This message works only if the deadline was in the invitation. Stated from the start, it justifies the reminder and keeps you from sounding pushy.

Message 3: what short text should you send yourself?

Text: “Hi [first name], I have not seen your reply for [event] on 12 November. Are you coming? You can answer in a minute here: [link].”

Carton Blanc sends emails: it does not send text messages or instant messages. This short note is yours to send from your own phone, to a guest you know, when the email has had no effect. Use it sparingly, and only if the person gave you their number for that purpose.

Message 4: what should you say to a key guest in person?

For a guest who really matters, such as a speaker, a partner or a sponsor, automation does not replace a personal word. Tell them in one sentence why their presence matters, and offer to note their answer if they prefer to give it by voice. You can then register them yourself in your list.

How do you track the answers after the reminder?

The registration total updates with every answer, so you can see who registered after the reminder. Once the deadline has passed, treat the list as final and give that number to the venue or caterer. If the room is full, later replies go onto a waiting list and are told so.

Frequently asked questions

How many times should you follow up with a guest?

No more than twice before the event: one reminder around two weeks out for those who have not replied, and one the day before for those who have registered. Beyond that, the risk of an unsubscribe outweighs the gain.

Should you follow up by email, text or phone?

Start with email, the channel of the invitation. A short text or a call suits guests you know personally, when the email has gone unanswered.

Does Carton Blanc send text messages?

No. Carton Blanc sends emails. The short messages in this guide are yours to send from your own phone.

Does the reminder also go to people who have already replied?

No. The 14-day reminder goes only to guests who have not registered.

What do you do about a guest who never replies?

After the deadline, assume they are not coming and free their place: the waiting list can take it, up to 1,000 registrations per event.